Senior Administration Officer

Wirral Community Health & Care NHS Foundation Trust's common purpose:

We will support you and your community to live well.

Our values:

Supportive and caring, listening to others.

Communicating openly, honestly and sharing ideas.

Trusted to deliver, feeling valued and safe.

We strive to continue developing and improving our services by working with and listening to our populations, partners, commissioners and staff.

WCHC offers you a great opportunity to be a part of a talented, passionate and committed team delivering excellent community based services across Cheshire and Merseyside.

Job overview

An exciting opportunity has arisen for motivated individuals to work as as senior administration officer supporting the delivery of community cardiology Services at St Catherine’s Health Centre

As an integral member of these clinical teams, you will provide essential support to these services ensuring they deliver high quality services to patients.

The post holder will play an important role within the wider Admin Team to provide efficient and comprehensive administration support to clinicians and managers. You will work within an integrated and skill mixed Admin Team to support clinical service delivery.

As a Band 3 Administrative Officer you will report directly to the Band 4 Admin Team Co-coordinator and work closely with other Band 3 colleagues as a vital member of the admin team, providing secretarial support to clinicians and managers and assisting with the supervision of the day to day workload of Band 2 Admin Support colleagues.

We are therefore looking for individuals with a positive approach to change and supportive of service improvements.

Main duties of the job

The role requires all basic administration duties plus the additional roles of acting as first point of contact using judgement to deal effectively with a wide range of routine, complex and sensitive enquiries using various methods of communication e.g. phone letter or email.

Patient appointment notification or Discharge. Support the heart failure medical secretary when required,

To be able to complete Admin appropriate patient documentation and enter confidential patient data using computerised information systems e.g. S1, Cerner, ERS. in line with Trust policies and procedures ensuring that information reported is accurate, timely and to the required standard and completing spot check audits of patient

To liaise with associated agencies or external organisations as necessary, clinical and non-clinical e.g. Transport, interpreters, GPs escalating when appropriate. and contact referrer if patient referral is inappropriate or incomplete in line with service specific requirements

Team work is essential and to have gain knowledge and ability to perform in all roles within community cardiology administration to ensure the smooth and efficient operation of the service.

Working for our organisation

The admin team is part of the community cardiology service for Wirral Community NHS Trust and also includes heart failure team, cardiovascular cardiac rehabilitation, cardiology clinics and diagnostics. We sit within Wirral Community NHS trust and serve all patients registered with a Wirral GP.

• To provide a variety of Administrative support to a Team or individual to facilitate the delivery of clinical services.
• To support the needs of patients from an administrative perspective.
• Day to day management of Admin Officers within the Team
• Act as first point of contact using judgement to deal effectively with a wide range of routine, complex and sensitive enquiries using various methods of communication e.g. phone letter or email.
• Provide advice and signpost patients as appropriate.
• Take and pass on accurate messages for Team Members in their absence.
• Signpost routine or complex service emails to appropriate clinician or service.
• Contact referrer if patient referral is inappropriate or incomplete in line with service specific requirements

• Enter confidential patient data using computerised information systems in line with Trust policies and procedures ensuring that information reported is accurate, timely and to the required standard and completing spot check audits of patient Information to provide assurance of completeness of records.
• Request and follow up with clinical/non-clinical where there are gaps in information held or as requested by clinician.
• Responsible for booking patients into Service Clinics in line with service specific requirements.
• Raise issues with clinical waiting lists if wait times are over and above service specifications.
• Call back to patients to confirm appointment times/attendance and rebook where appropriate.
• Prepare system generated or tasked letters and mail or email out e.g. Patient appointment notification or Discharge.
• Complete Admin appropriate patient discharge in Electronic System e.g. continued DNA / FTA.
• Liaise with associated agencies or external organisations as necessary, clinical and non-clinical e.g. Transport, interpreters, GPs escalating when appropriate.
• Scanning documents and attaching to patient notes.
• Signpost emails from teams central email account to appropriate clinician/service.

Person specification

Qualifications and professional training

• NVQ Level 3, AS or A Level, Baccalaureate or equivalent experience
• Demonstrable working knowledge of Microsoft packages including Word, Excel and Outlook

• Evidence of continued professional development within last 12 months

Experience

• Experience of maintaining databases and information systems
• Experience of managing diaries for meetings etc
• Experience of maintaining patient waiting lists
• Previous experience of dealing with the public and taking telephone enquiries

• Previous experience of working in the NHS
• Previous supervisory experience

Skills

• Excellent oral and written communication skills with people from a wide variety of backgrounds
• Ability to work under pressure to meet tight deadlines
• Ability to produce work of a high standard with attention to detail
• Ability to communicate sensitively with all staff groups, patients and their families
• Good organisational skills

Personal Qualities

• Proacitve
• Patient
• Flexible, Adaptive and Creative
• Professional
• Team player with an awareness of team dynamics
• Ability to use own initiative but understand the need to seek advice when necessary

Important Information

By applying for this post you are agreeing to Wirral Community Health and Care NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are appointed to a post information will also be transferred into the national NHS Electronic Staff Record system.

For further information explaining how we use your information in line with GDPR please see our ‘Guidance for applicants’ document under the section 'Additional documentation'.

We are committed to having a team that is made up of diverse skills, experiences and abilities. We actively encourage BAME, LGBTQ+ and disabled applicants and value the positive impact that difference has on our teams. We are committed to equality and diversity within our workforce and are keen to support reasonable adjustments to support our new and existing staff.

We are proud to support our Armed Forces Community as a Veteran Aware NHS Trust and are pleased to share that we recently achieved Bronze Award accreditation, in the Defence Employer Recognition Scheme. We support the armed forces as an employer; recognising the experiences and skills ex-military personnel have gained through their service.

Further Information:

Closing Dates: Candidates are advised to apply early. The Trust reserves the right to close a vacancy prior to the closing date if a high number of applications are received.

Reference Information: Please ensure your application is submitted with referees who can verify your employment/ education history over the last three years and include valid business email addresses for them. The Trust will not accept personal references from friends or family.

Salary Expectations: The Trust pays staff in line with national NHS Terms and Conditions. Relevant experience may be considered when salary offers are made. For all part-time positions, salaries are pro-rata.

We remain vigilant against candidates who misuse these tools to generate an application that doesn’t accurately reflect their skills.

Restricted Applications: Staff on the Trust's Redeployment Register will be given priority access to vacancies at their substantive band.

Flexible Working: Flexible working is very important to the Trust in both the provision of this to staff and also in staff supporting the provision of our services.

• applied for a Graduate visa
• or you will have successfully completed your course and have applied for a Graduate visa before the anticipated start date of your employment.

Wirral Community Health & Care NHS Foundation Trust is committed to discharging its statutory duty to safeguard and promote the welfare of children, young people and adults and will support staff to fulfil this duty.